Health and Safety Policy Template for Netherlands

A Health and Safety Policy outlines how a Dutch organization protects its workers and visitors from workplace hazards. It's a key document required under the Working Conditions Act (Arbowet) that sets out specific safety rules, responsibilities, and procedures for maintaining a safe work environment.

The policy typically covers risk assessments, emergency procedures, training requirements, and reporting mechanisms for incidents. It must be reviewed annually, shared with all employees, and aligned with Dutch labor regulations. Companies with 25 or more workers need their policy verified by a certified health and safety expert (Arbodienst), making it a vital tool for both legal compliance and practical workplace safety.

Every Dutch organization needs a Health and Safety Policy from day one of operations. It's essential when hiring your first employee, moving to new premises, or starting new operational activities. Dutch law requires updating this policy during significant workplace changes, like introducing new machinery or work processes.

Use your policy actively during employee onboarding, safety training sessions, and after workplace incidents. It becomes particularly important during labor inspections, when implementing new safety measures, or if employees raise health concerns. For companies with 25+ workers, having an approved policy is legally required before beginning operations, with mandatory annual reviews by certified safety experts.

• Contractor Safety Policy: A specialized version of the Health and Safety Policy focused on external workers and contractors. This variation includes specific rules for contractor vetting, site access, work permits, and coordination between permanent staff and temporary workers. Dutch law requires extra attention to contractor safety management, particularly in construction and industrial sectors.
• Basic Health and Safety Policy: A streamlined version suitable for small businesses with under 25 employees, covering essential safety measures and risk assessments.
• Comprehensive Corporate Policy: An extensive version for large organizations, incorporating detailed procedures, departmental responsibilities, and specialized safety protocols.

• Company Directors: Legally responsible for creating and approving the Health and Safety Policy, ensuring it meets Arbowet requirements and allocating resources for implementation.
• Health & Safety Officers (Preventiemedewerkers): Draft and update the policy, conduct risk assessments, and coordinate with external safety experts.
• Certified Safety Experts (Arbodienst): Review and validate policies for companies with 25+ employees, provide professional guidance on compliance.
• Employees: Must follow policy guidelines, report safety concerns, and participate in safety training programs.
• Labor Inspectorate (Inspectie SZW): Enforces compliance, conducts workplace inspections, and can issue fines for policy violations.

• Risk Assessment: Complete a thorough workplace Risk Inventory and Evaluation (RI&E) to identify specific hazards and safety needs.
• Company Details: Gather information about work locations, number of employees, and types of operations.
• Safety Roles: Define who will serve as prevention officers, emergency responders, and safety coordinators.
• Industry Standards: Research sector-specific safety requirements and Dutch Arbowet compliance standards.
• Current Procedures: Document existing safety measures, emergency protocols, and reporting systems.
• Employee Input: Consult with workers and works council (if applicable) about safety concerns and practical measures.

• Policy Statement: Clear commitment to workplace safety and compliance with Dutch Working Conditions Act (Arbowet).
• Risk Assessment Results: Summary of the mandatory RI&E (Risk Inventory and Evaluation) findings.
• Safety Organization: Roles and responsibilities of management, prevention officers, and safety committees.
• Emergency Procedures: Detailed protocols for accidents, fires, and other workplace emergencies.
• Training Requirements: Mandatory safety training programs and competency requirements.
• Reporting System: Procedures for incident reporting and investigation.
• Review Schedule: Annual policy review commitment and update procedures.

A Health and Safety Policy often gets confused with an Incident and Non-Conformance Management Policy, but they serve different purposes in Dutch workplace safety frameworks. While both deal with workplace safety, their scope and application differ significantly.

• Primary Focus: Health and Safety Policies outline comprehensive preventive measures and general safety rules, while Incident Management Policies specifically detail how to handle and report accidents or violations after they occur.
• Legal Requirements: The Health and Safety Policy is mandatory under Arbowet for all employers, whereas Incident Management Policies are often voluntary but recommended supplements.
• Implementation Timing: Health and Safety Policies must be in place before operations begin, while Incident Management Policies can be developed as part of broader safety management systems.
• Review Cycles: Health and Safety Policies require annual reviews by certified experts (for 25+ employees), while Incident Management Policies can be updated as needed based on occurrence patterns.